Administrative Assistant


Administrative Assistant

JOB NO: 519500
CLASSIFICATION: Administrative Generalist 4
GRADE: Grade 76
WORK TYPE: Staff Full-time, Staff Part-time
ADMINISTRATIVE UNIT: University of Alaska Southeast
SCHOOL/BUSINESS UNIT: Administrative Support Services
LOCATION: Juneau
CATEGORIES: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical

Position Summary:

Come join our team! The University of Alaska Southeast (UAS) is seeking a self-motivated, customer service-oriented, and responsible Administrative Assistant. This position has the unique role of providing clerical support to the offices of IT and Administrative Services. The ideal candidate is an up-beat professional, who values teamwork, process efficiency, and excellent customer service. This is a part-time or full-time, benefits eligible position. UAS is committed to building an inclusive organization and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.

Duties:

Personnel Support Provide logistical support for search committees, process paperwork, maintain leave calendars, oversee payroll and timekeeping record processes. Provide logistical support for search committees and maintain leave calendars. Communicate with staff from IT and Admin Services on HR-related activities and issues. Serve as a departmental liaison to the HR Coordinator.

Department Logistics Serve as the central point of contact for internal IT and Admin Services office communications. Facilitate internal communications, coordinate activities and internal office logistics. Collaborate closely with director and department managers to support teamwork and promote and recognize staff excellence. Maintain handbook and documentation on admin processes. Maintain conference rooms and scheduling. Update departmental websites for IT and Admin Services offices. Coordinate telephone changes.

Budget and Purchasing Participate in preparing departmental budgets, tracking expenditures in Banner and departmental soft ledger, enter and extract financial information in university financial system as needed. Lead purchasing agent for IT and Admin Services. Determine vendor and method used for purchase, i.e. credit card, purchase requisition or blanket purchase order. Research open encumbrances and prepare journal vouchers. Track transactions, open requisitions, and verify invoices to assure compliance with purchasing regulations. Serve as on-site resource to other purchasing staff, i.e. provide training and guidance as needed. Manage a credit card for purchases including all records of purchasing, and monthly statement.

Travel Coordination Prepare travel documents on behalf of a traveler and assists with travel reservations and payment of expenses. Prepare proper documentation to confirm business need for travel.

 

Located in the ancestral homeland of the Tlingit, Haida, and Tsimshian peoples, the University of Alaska Southeast (UAS) is fully committed to advancing the education and research aspirations of Indigenous peoples and is committed to ongoing work toward decolonization. These efforts are reflected in our UAS programs and formal community partnerships across our three campuses and throughout all of Southeast Alaska.

Required Education & Experience

  • High School Diploma or GED.
  • Two years of experience in an office workplace.
  • Or, equivalent combination of training and experience.
  • Familiarity with spreadsheets and word processing

Preferred Education & Experience

  • Associate’s degree in accounting, or a related field.
  • Experience with the UA administrative decision support systems (Banner, etc.).
  • Experience working successfully with people of diverse cultural and ethnic backgrounds.

Knowledge/Skills/Abilities

  • Strong written and verbal communication skills.  
  • Strong interpersonal and customer service skills. 
  • Strong accounting verification, monitoring, and reconciling skills.
  • Proficient in Microsoft Office suite (Word, Excel, etc.)
  • Ability to maintain information in a purchasing system.
  • Ability to work in a fast-paced environment and to adapt quickly to shifting priorities.
  • Preferred knowledge of bank transactions and cash control methods.
  • Preferred knowledge of accounting system functions or procedures (e.g. accounts receivable, accounts payable).
  • Preferred knowledge of travel procedures.
  • Support with personnel hiring experience

The complete UA employee benefits package is included. Position can be a full-time (40 hours/week) or part-time (20-40 hours/week) depending on candidate. This is a 12-month, staff position. Initial offers will begin at a Grade 76 $19.34/hourly with advanced placement dependent on education and experience.

Please submit a resume, cover letter and the names and contact information for three professional references. This is an open until filled recruitment with the initial applicant review taking place on May 30th, 2022.  To ensure consideration, please apply by 11:55PM AKST on 5/29/22.

To be eligible for this position, applicants must be legally authorized for unrestricted employment in the United States. No work visas will be sponsored for this position.

For more information about UAS IT Services please visit us online:

http://www.uas.alaska.edu/helpdesk/

Reasonable Accommodation Statement:

The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.

Affirmative Action Statement:

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination

Background Check:

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Probationary Period:

Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.

Public Disclosure Statement:

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

University of Alaska is a Drug-Free Workplace.

University of Alaska campuses are Tobacco-Free. 

Training Policy:

It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the UA.

Contact Information:

If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.

Juneau, AK

12 day(s) ago

Tribal Affiliation(s)
Any Affiliation